7 Tools for Managing a Virtual Office Efficiently
By James Adams
Across the globe, a number of companies are realizing the necessity and frugality of a virtual office. As a result, managers and business owners are looking for the best tools for efficiently managing a virtual office.
One main concern for most office managers is communication. Bosses need to effectively stay on top of the work their employees are doing and to be sure their employees are able to contact them for advice, ideas, etc. Collaboration between employees is imperative for business survival.
You can manage your virtual team effectively using these seven tools:
1. Conference calls: The easiest way to do a virtual meeting is through a conference call. Although a manager cannot see their employee, they can judge by the employee’s tone and responses how his work is progressing. If hearing a faceless voice is not appealing, managers can use software like Skype, OpenWengo, or other video-enabled VOIP programs. With these programs, a manger can actually see the face of his employee through a web cam. This method offers a personal touch to the traditional conference call.
2. Online meetings: The next alternative is the virtual meeting place. Programs such as Webex, Raindance, GoToMeeting and Adobe Breeze allow staff members to view, manipulate, and discuss actual work contributed by other employees. Most of these programs are available for a small subscription fee.
3. Productivity tools: The best way to get a virtual team working together cohesively is through the use of web based tools like Google Docs. These tools allow employees to create, upload, share, and edit each others files. Since they are online, files can be viewed and edited at multiple sites at the same time, including mobile devices. Add this practicality to a standard conference call or video conference call and businesses have a viable alternative to subscription-based virtual meeting places.
4. Online calendars: Using a online calendar allows employees to keep track of important items like deadlines on projects, but also on each other’s doctor appointments, hair appointments, and kids programs. These calendars help employees feel more comfortable about contacting each other and they help employees to take care of themselves and their families.
5. Smartphones: Many of these smartphones now have apps to run most web based programs like Google Docs and Google Calendar. This means that it’s now possible for employees and managers alike to work anywhere, including at the coffee shop or even dentist’s lobby.
6. Social networking sites: If used appropriately, virtual employees can bounce ideas off of each other, share photos or stories, and mingle without the wasted time of venturing down the hall to the water cooler. Managers can also use them to keep in contact with their employees and to find out what is truly valuable in their employees lives.
7. Instant messaging: Most messaging can now be done on cell phones as well as on the computer, and messages hang around on the system until answered.
Whether stretched across the street or across the globe, successful businesses need communication, collaboration, and dependability from their employees. If used appropriately, these tools will help managers and business owners efficiently manage their virtual offices and employees.
Author Information
James Adams writes about and reviews office equipment at Office Kitten, a supplier of hardware to UK-based businesses.
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